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EAP Implementation & Operations

EAP Budget Scenario Table | Compare Based on Number of Staff, Estimated Usage, and Sessions

2026.10.19 15:04

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EAP · Psychological Counseling

If you enter the number of employees, previous year's performance, and vendor quoted unit prices Three scenarios: maintenance, standard, and expansion This is an Excel spreadsheet that automatically calculates consultation fees, diagnostic fees, program fees, operation and management expenses, reserve funds, the budget per employee, and the supporting sentences to be attached to the budget request form.

What you can do with this material
Target population × Estimated usage rate × Average number of sessions per person Expected session Calculate first, and multiply by the quoted unit price to create the amount for each item. The compensation scenario is automatically populated based on the previous year's performance, and for fixed-price contracts, compared to the period including the contract. depletion rate It is also displayed. The market average unit price has not been entered, so please enter the quotation amount.

📥 Download EAP Budget Scenario Table Excel

📌 Use this in these situations

When you need to prepare next year's EAP budget request by item
When the previous year's usage rate was not high and other supporting evidence, such as session trends or topics, must be presented together
When you need to explain the increased cost when adding new diagnostics or manager training
When you want to check if next year's expected usage in a fixed-price contract will exceed the included term

🗂️ Sheet composition

sheet	detail	Input method
Writing Guide	Order of use, distinction between legal and recommended use, privacy precautions	For reading
Summary of previous year's performance	Monthly new users, sessions, in-person/non-face-to-face, average waiting time, satisfaction (weighted average of responses), proportion of major counseling topic categories	Input + Automatic Sum/Weight
Basic Information	Number of eligible employees, inclusion of family counseling, actual users, total sessions, and expenditure in the previous year, contract method (session-based, fixed-rate)	Input + Previous Year Usage Rate · Average Session Per Person Automatic
Enter unit price	Counseling sessions, diagnosis, training/special lectures, group programs, challenges/campaigns, on-site crisis support, operational management expenses	Enter quotation criteria (empty)
Scenario Comparison	Utilization rates by remuneration, standards, and expansion, sessions, family ratios, diagnostic participation, number of programs, and reserve fund assumptions, as well as amounts by item.	Assumption Input + Automatic Amount
Report Summary	Amount and proportion by item in the standard scenario, total of 3 scenarios and per capita, 4 lines of supporting sentences	automatic
Standards and Basis	Links to official legal grounds such as the Framework Act on Labor Welfare, Occupational Safety and Health Act, and Labor Welfare Net	For reading

✍️ Order of Use

Summary of previous year's performance — Transfer the aggregated values from the company's monthly and quarterly reports. The total row is calculated automatically.
Basic Information — If you input the target number of people, actual users from the previous year, and total sessions, the previous year's utilization rate and average sessions per person are calculated and entered into the compensation scenario.
Enter unit price — Enter the unit price for the estimate. Empty unit prices are calculated as 0 won, and a notice is displayed at the bottom of the scenario sheet.
Scenario Comparison — We will revise the utilization rates and program frequency for standards and expansion to align with next year's operational goals.
Report Summary — Transfer the automatically generated supporting statements and tables to the budget request.

🧮 Automatic calculation method

Calculation items	Formula
Expected employees and users	Target Employees × Estimated Usage Rate (Rounded up)
Expected family users	Employee Users × Family Usage Rate (0 if family counseling is not included)
Expected total session	(Employees + Family Users) × Average Sessions Per Person
① Consultation fee	Session-based system: Total sessions × Unit price per session / Fixed-rate system: Annual contract amount
Subscription depletion rate	Estimated Total Sessions ÷ Sessions Including Contracts (Red if exceeding 100%)
② Diagnosis fee · ③ Program fee	Number of people diagnosed × Unit price per person / Number of sessions per program × Cost per session
⑤ Reserve Fund · Total	Subtotal × Reserve Ratio (in thousands of won) / Subtotal + Reserve
Per capita · Year-on-year	Total ÷ Target Employees / Total ÷ Previous Year's Expenditure − 1

🔢 Results based on example values

Based on the hypothetical example in the file (500 target employees, 18 active users and 4 family members from the previous year, total 76 sessions), the estimated usage is as follows. The unit price column is empty, so the amount will only appear after submitting a quote.

division	repair	standard	enlargement
Expected usage rate · Average sessions per person	3.6% · 3.5 times (Previous year's performance)	5.0% · 4 times	7.0% · 5 times
Expected users (employees + families)	18 people + 4 people	25 people + 7 people	35 people + 11 people
Expected total session	77th session	128th session	230th session

✅ Things to decide before writing the file

Meeting standards

☐ It was decided whether to include family members, affiliates, and dispatched personnel in the target group.

☐ A single standard was established for unit prices regarding the inclusion or exclusion of VAT.

☐ I checked the current contract method between the session system and the fixed-price system.

Scenario assumption

☐ There are operational goals for next year to be reflected in the baseline scenario.

☐ The purpose of the newly added diagnosis and education can be written in a single line.

☐ I checked the internal standards for the reserve ratio.

🔐 Precautions when using

In the previous year's performance, the company report's Only aggregated values I will include this. When implementing EAP, guaranteeing the anonymity of workers is a statutory obligation (Article 83, Paragraph 2 of the Framework Act on Workers' Welfare).
Since departmental figures can lead to the identification of specific individuals when the number of personnel is small, it is recommended to use company-wide aggregates for budget data.
Example figures are assumptions for illustrative purposes only and are not industry averages. Please verify actual amounts with the quote and contract terms.

❓ FAQ

Q1. Why are there no unit price examples?

EAP unit prices vary significantly depending on the counseling method, included services, and contract terms, so using an average value can actually cloud your judgment. Please use the amount from the quote you received.

Q2. How do I enter the data if the quote structure differs by vendor?

Separately enter whether it applies to counseling, diagnosis, program, or operation management. If it is a bundled price, enter it in the operation management fee column, and check the utilization rate by entering the included sessions in the fixed-rate column of the basic information.

Q3. What if there is no previous year's performance because it is a new introduction?

If you leave the previous year's performance column in the basic information blank, a usage rate of 3% and 3 sessions per person will be entered as temporary assumptions in the maintenance scenario. Please replace it with an aggregation range of a similar scale received from the vendor.